dcma training presentation an introduction to the joint deficiency reporting system

DCMA Training Presentation

An Introduction to the Joint Deficiency Reporting System

Background:

In August 2006 the Joint Aeronautical Logistics Commanders (JALC) sponsored the Navy, Marine Corps, Army, Air Force, Coast Guard and Defense Contract Management Agency (DCMA), to develop a Joint Deficiency Reporting System (JDRS) based on NAVAIR’s NAMDRP application.

JDRS provides a common, seamless solution for deficiency reporting and resolution management across the Aeronautical Enterprise. JDRS is a cross-service web enabled automated tracking system designed to initiate, process and track deficiency reports from the Warfighter through the investigation process.

JDRS is being developed by NAVAIR’s NAMDRP/JDRS Program which is comprised of Process Subject Matter Experts (SME), Senior Programmers, Functional Requirement Experts, Application Testers, and various program support personnel.

Background:

(The following diagram is an overview of the JDRS process)

– Product Quality Deficiency Reports (PQDR) CAT I & II

• CAT I & II: Air Force, Coast Guard & NAVAIR

• Army: CAT I = Engineering, CAT II = Quality

• Do not submit PQDRs for AIDRs (Separate JDRS Workflow)

– Engineering Investigations (EI) & Hazardous Material Reports (HMR)

• NAVAIR Only

– Material Deficiency Reports (MDR)

• Air Force Only

– Acceptance Inspection Deficiency Reports (AIDR, previously ADR)

• Air Force, Coast Guard & NAVAIR

– Technical Publication Deficiency Reports (TPDRs… in near future)

Deficiency Reports Supported by JDRS:

Global Benefits:

• Improved quality of material and Warfighter readiness

• Visibility of deficiency reports across all services

• Critical Safety Item (CSI) & Critical Application Item (CAI) visibility

aeronautical enterprise wide

• Reduction of total ownership cost and cycle time

• Government and industry partnering

• Improved exhibit inventory management and management metrics

• Automated routing of deficiency reports and ease of use

Benefits to DCMA:

• One DR system to submit & process Deficiency Reports

• Ability to complete DCMA required tools and communicate with their

Contractors within JDRS

• Draft/Submit a DR to the Screening Point within JDRS

• Accept or Reject a DR from the Action Point within JDRS

• Complete the Exhibit Receipt within JDRS

• Draft the Preliminary (Shipping Instructions)/Interim/Final Report or

Administrative Closing Report and forward to the AP for Approval

• Execute the Material Disposition within JDRS

• Enrolled users will receive web prompters/notifications when actions are

taken or have become delinquent

DR Work Flow:

(The following diagram shows the various “touchpoints” and the process flow for a PQDR/MDR)

Sample DR Workflow: DCMA Can Process all DR Reports/Workflow Steps On-Line within JDRS

DCMA Submits A DR

DCMA Accepts/Rejects from Action Pt

DCMA Drafts Shipping Instructions (Prelim...)

DCMA Drafts Final, Interim/Closing DCMA Receives

Exhibit

DCMA SP Actions Tool: Notification of Defect, Contractor Exhibit Request, and etc.

Disposition Execution

ENROLLING INTO THE JDRS WEB SITE

GO TO URL: https://jdrs.mil

JDRS Enrollment: – The JDRS Web Site provides an automated process for a Non-Web

Customer to enroll into the web site via the JDRS User Registration Tool

– The User Registration Tool is simple and easy to use.

– The Enrollment process takes less than 5 minutes to complete

– Assistance is available by contacting the JDRS Clearing House

– The User Registration Tool is located under Site Access under the JDRS

URL,https//:jdrs.mil

– U.S & Non U.S. Military, DoD Employees, DoD Contractors and

Foreign Military can enroll with proper authorization

Registration and Web Site Overview Handbook Links

LOGIN SCREEN: URL: https://jdrs.mil

Select the “New User Registration” to open the Enrollment Tool

Need Help, Call the CH or email our ProgramAfter Hours, Password Reset or minor assistance.

USER REQUEST FORM – PAGE 1

Select “Other” for Primary Service, then Select DCMA.

Select the Radio Button corresponding to your Citizenship.

Click the “Select Unit” button to Open the Search and Selected Units tool

Type DCMA in the “Unit Name” field, Then Click the “Search” button

If the correct Unit is returned, Click on the “Select” to choose that Unit.

USER REQUEST FORM – PAGE 2

Click the “Add Unit” button to Open the Search and Selected Units tool

Type in Unit name, Click “Search”, Select the Unit, Click the “Close” button

Tool works like previous page search

Select the Service in which the Unit will be used. Select All Services, if applicable

USER REQUEST FORM – PAGE 3

Select the Unit Role the user requires

Who will be the Authorizing POC for this Enrollee?

USER REQUEST FORM – PAGE 4

NO Authorizing POC identified: Will require a write-in authorizing POC and their email address

DCMA authorizing POCs will be the DRPM & Investigators

THE DCMA JDRSUSER/UNIT ROLE & PRIVILEGES

• Support Point DRPM (DCMA Use Only)

• Support Point Investigator (DCMA Use Only)

• Support Point Approver (Contractors/Units Not Having a DCMA)

• Support Point Drafter (Contractors/Units Not Having a DCMA)

• Unit Administrator & View Only User

5 DCMA User Roles and Privileges:

• Access to the Total Submitted DRs Report (Metrics)

• Access to the Turn-Around-Time Report (Metrics)

• Save & Submit a Cancellation Request

• Submit the Closing Report (Admin Close – No Investigation) to the Action Point

• Save & Submit a DR to the Screening Point

• Delete an Un-Submitted DR• Complete, Confirm and Execute

the Material Disposition

• Save & Submit an Interim Report to the Action Point

• Save & Submit the Preliminary Disposition Report (Shipping Instructions) to the Action Point

• Receive the Exhibit/Equipment• Assign the Record POC• Support Point Acknowledge the

DR from the Action Point• Support Point Actions Tool

(DCMA Specific Tools)• Support Point Delegate• Save & Submit the Final Report

(Investigation with or without exhibit) to the Action Point

Support Point DRPM (For DCMA Use Only) Web Site Privileges:

Support Point Investigator (DCMA Use Only) Web Site Privileges:

• Access to the Total Submitted DRs Report (Metrics)• Access to the Turn-Around-Time Report (Metrics)• Save & Submit the Closing (Admin Close – No Investigation), Interim,

Final (Investigation with or without exhibit), or Preliminary Disposition Report (Shipping Instructions) to the DRPM for review, who then Submits the Report to the Action Point for Approval or can directly Submit the Report to the Action Point for Approval

• Save DR• Delete an Un-submitted DR• Receive the Exhibit/Equipment• Assign a Record POC• Support Point Actions Tool (DCMA Specific Tool)

Support Point (Approver):

• Access to the Total Submitted DRs Report (Metrics)• Access to the Turn-Around-Time Report (Metrics)• Submit a DR Cancellation Request • Save and Submit a Closing Report (Admin Close – No Investigation) to the Action Point for Approval• Save DR• Delete Un-Submitted DR• Disposition Confirm• Save and Submit a Final Report (Investigation with or without an exhibit) to the Action Point for Approval• Save and Submit an Interim Report to the Action Point for Approval• Save and Submit a Preliminary Disposition Report (Shipping Instructions) to the Action Point for Approval• Receive the Exhibit/Equipment• Assign a Record POC• Support Point Acknowledge

Support Point (Drafter):

• Access to the Total Submitted DRs Report (Metrics)• Access to the Turn-Around-Time Report (Metrics)• Save & Submit the Closing (Admin Close – No Investigation), Interim, Final (Investigation with or without an exhibit), or Preliminary Disposition Report (Shipping Instructions) to the Report Approver for review, who then Submits the Report to the Action Point for Approval or can directly Submit the Report to the Action Point for Approval• Save DR• Delete an Un-Submitted DR• Receive Exhibit/Equipment• Record POC

DCMA Unit Administrator Privileges:

• Report – Total Submitted DRs• Report - Turn-Around-Time

JDRSWEB SITE OVERVIEW

JDRS Website Overview – JDRS Web Site Toolbar consists of five different JDRS web site user

Function Menus:

• MyHome: Three Home Page Options to Choose from - Open DRs, DR Stats, and Deployed Users Menu

• Toolkit: The Working Menu – Search, Initiate, ST POC, Mgmt Tools

• Administration: Password/Profile Changes, User/Unit Search, User Request

Customize your Display

• Documentation: Software Change Request (SCR) Web Tool Handbooks, Pub/Instruction Links

• Help: Services, Related Links, Contact Us

Menu Bar & Associated Tools

Selecting “MyHome” Returns the User to their Selected or Default Home Page: Open DRs, DR Stats or Deployed Users setting.

Each Menu has a Unique set of Tools for the JDRS to use for Processing/Communicating, Customizing, Administrative, or when needing support/ instruction. Select the Link to Open the Tool.

MyHome Options: Open DR, DR Stats & Deployed User

Displays all DRs assigned to the enrolled unit/s that are Open or have been closed within the last 30 days

“Default JDRS Setting”

Provides a snapshot view of the quantity of open records broken down by record type for your activity

Used by Deployed Users

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A LOOK AT SOME TOOLSLOCATED UNDER THE MENU’S

Many Fields are available which can be used as your Search Criteria

Unit Search Field functions the same as PLA Search

Select which field you want to search or type pertinent information in the box, Click “DR Search” button to perform the search

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Refer to the Handbook for further instructions on the Search Tool

TOOLKIT MENU: “SEARCH TOOL”

TOOLKIT MENU: “MGMT TOOLS”

Metrics tools

A User can pull their own metrics by selecting which categories they want displayed.

When the “View Report” button is used the report will show a break down of the number of Report Types per the month's). As well as displaying a graph of the number of records.

When the “View Records” button is selected the actually RCNs will be displayed. This pull can also be exported to an Excel spreadsheet.

TOOLKIT MENU: “MGMT TOOLS”

Select the Recipient(s): via the “Users” button

You can add a Write in for Non Enrolled people

Type the Subject

Type your Message

Saved TDs can only be viewed by the drafter until submitted

Click the “Submit Dialog” button when finished

TOOLKIT MENU: “TECHNICAL DIALOG”

ADMINISTRATION MENU: “USER PROFILE”

Red asterisk fields are mandatory

Please keep all information in your Profile up to date, especially Email address & Phone number

Click “Save Changes” at the bottom of the screen

ADMINISTRATION MENU: “CHANGE PASSWORD”

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To change your password type in your old and then your new password, then confirm

Click “Save Changes” to change your new password

ADMINISTRATION MENU: “USER LISTING”

Tool allows user to search for an individual enrolled user, a Unit listing of all enrolled users of that unit, users by PLA/Office Code/Email address

Click the “Search” button to search info

User can search FOR a Unit by DoDAAC, Unit name, Service, Type Unit, PLA, Unit status

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ADMINISTRATION MENU: “UNIT LISTING”

On the SCR Listing page, you can search existing SCRs by the subject, SCR number, RCN, name of person submitting SCR, etc.

Check the “My SCRs” box and click Search button to present SCRs you have submitted

To Add or Submit an SCR, select the “Add SCR” link. This will open the SCR Submit page

DOCUMENTATION MENU: “SOFTWARE CHANGE REQUEST”

Fields with Red asterisks are mandatory

Type problem/issue here

Type what solution you want taken

DOCUMENTATION MENU: “SOFTWARE CHANGE REQUEST”

Use Data Change for workflow issues, back up the report, data change, change a shipping or receiving activity, RCN change, extend a Final/Closing Report revision date, and etc.

JDRS Website Tool Handbooks are located under the “Documentation” Menu. They have been developed to assist you with the Tool’s

functionality and provide a means of training for JDRS Website Users

HELP MENU: “CONTACT US”

Name, Email Address and Phone number are auto-populated from your profile information.

Type your Subject and Comments.

Submit your Form: A JDRS Representative will respond to request ASAP.

SUPPORT TOOLS LOCATEDTHROUGHOUT JDRS

Support Tools:

– Several Support Tools are available for use on the JDRS website

• Technical Dialogs: Used to communicate with other JDRS users• Attachments: Files, pictures, jpeg, and etc., up to 70 Meg each• Plain Language Address (PLA) Lookup: Used to route JDRS

website reports• References: Add, Remove or Edit a Reference (Message, Doc,)• Email Selection: Method used to route JDRS website Reports• Export: Export Records from Open DRs, Search and Mgmt Tools

DR SUMMARY PAGE: “TECHNICAL DIALOG”

Located on the Summary Page. Remains a Permanent Part of the Record

ATTACH/VIEW DOCUMENTS

Click on the “Attach/View Document” button, which is located throughout the website, to open the tool

Each attachment size can be up to 70 Meg.

PLA LOOK-UP

Type at least the first three alphanumeric characters representing a specific PLA in the “Search PLA”

Select Office Code

When all PLAs are Populated, Select the “Move PLA List to Report” to transfer your selection to your Report

PLAs are used to route JDRS website reports via email or Naval msg. All activities are required to have a PLA

PLA LOOK-UP – SAVE PLA DISTRIBUTION LIST

If a PLA is added to each report a user can add that PLA to their own PLA listing

Type the name of the PLA Dispo List Name

Select the PLA Dispo List Unit you are wanting to save to your own PLA listing

REFERENCE TOOL

User can “Add”, “Edit”, “Delete” and “Move Ref Up or Down” depending on priority

Ensure amplification and narrative has been included and in the same sequence as the references.

REFERENCE TOOL

User can add a New Ref or Select a Ref that is already in use

EMAIL RECIPIENT SELECTION TOOL

Users can Add, Move names to “To” and “CC” lines as well as “Remove” names. Email Recipient Selections will vary depending on the report type and the users’ privileges

Highlight a name and then click the “move to” buttons

EXPORT RESULTS TOOL

Export capability from the Open DRs page, Search Tool, and Mgmt Reporting Tools.

Customize Tool provides a means to add/remove many fields prior to exporting data.

THE OPEN DRs PAGE&

CUSTOMIZE DISPLAY TOOL

The Open DRs Page & Customize Display Tool:

– Open DRs Provides a visual listing of all Open DRs assigned to your Unit,

to include those closed within the last 30 days

– DRs highlighted RED and having a Pencil Icon are records requiring

action from your Unit

• Submit the Drafted DR

• Support Point Acknowledge (Accept or Reject)

• Draft a Prelim, Final, Interim or Closing

• Support Point Actions Tool

• Receive the Exhibit

• Complete the Material Disposition Execution

– Many Fields are available to add to your Open DRs Page via the

Customize Display Tool (Suspense Dates, NIIN, Part #, TATs, and etc.)

– Open DRs data can be exported to an Excel Spreadsheet

OPEN DRs PAGE

Click on the “Customize Display” button to open the Tool.

Additional Fields can be selected via the “Customize Display” Tool for you

to see on your Open DRs Page.

Info from the Open DRs page can be Exported to an Excel spreadsheet by Click the “Export Results” button

If Action is Pending for your activity, the RCN will be in RED & a Pencil ICON will be visible

CUSTOMIZE DISPLAY TOOL

SP Suspense Date

SP Suspense Days

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Many Fields are available when Customizing your Open DRs Page

Change the order in which your screen display’s your selected fields. Highlight and move up = left of screen & move down = right of screen

Highlight what fields you want moved so they are Displayed on your Open DRs page

Change your Session or Login Default Setting: Open DRs, DR Stats, or Deployed User

SUBMIT A DEFICIENCY REPORT

Submitting a Deficiency Report (DR):

– DCMA will select the Service responsible when submitting the DR

– Depending on the Service, the DR Submission form may have different

fields within the report

– PLA’s: why they are used and what their purpose is

– The DCMA must adhere to each Service’s Reporting Criteria. This can be

done by using Service Publication, Technical Order (T/O), etc.. for DR

submission guidelines

– Note: Army CAT I PQDRs are an Engineering Report, NOT a Quality

Report. Army CAT II PQDRs are Quality Reports

INITIATE A DEFICIENCY REPORT

Initiate DR is located under the Toolkit Menu

Click the “Initiate DR” link to open the DR Submission form

INITIATE DR SERVICE SELECTION PAGE

Select the Service Responsible for the Material

This is the First page of the DR Submission, you will select which Service you are writing the DR for

The Next Slide shows each Service’s selection page

Select the Appropriate Report Type

DCMA will ONLY initiate PQDRs and AIDRs

Select the community

SERVICE DR SELECTION PAGE

DR REPORT REQUEST PAGE

Complete the Report Fields. All are Mandatory. Use N/A or UNK as appropriate.

Refer to Copy/Paste Handbook for help with this feature

The ST Lookup Tool is used to select the Screening Point

Click to open the toolCANNOT TYPE or EDIT this Field

Shows you are initiating a CAT II PQDR

Why PLAs are used: All activities have a Plain Language Address (PLA). JDRS uses PLAs to route and send all website correspondence.

ST LOOKUP TOOL

Click on “Select” which corresponds to the correct Screener.

Click “POCs” to view the unit Points of Contact

Click “Lower Level” for Top Level refinement

If Help is needed on selecting the correct POC call the Clearinghouse for assistance

DR REPORT REQUEST PAGE

You must Validate the DR before you can continue.

You cannot Save without an RCN.

Click the “Save & Continue” button when you are ready to complete the submission process

Note: this action will open the email preview screen

DR EMAIL PREVIEW

Review your Email, and if Satisfied, Click on the “Submit” button to send your DR to the Screener for Acknowledgement

This action will Return you to the DR Summary Page indicating the DR Submission by Unit, the Milestone Date, and the Screening Point Pending Action

Don’t worry if you send this to the wrong Screener, they have the ability to Forward the DR to the correct Screener without correcting the Submitted DR

DR SUMMARY PAGE

DCMA

DCMA

Summary Page now displays your DCMA and Milestone Date

Your submitted DR can be viewed by Clicking the “DR” button

DCMASUPPORT POINT ACKNOWLEDGE TOOL

• When assigned as the Support Point by the Action Point, the DCMA will receive an email notification of the JDRS Pending Support Point Acknowledgement.

• The DCMA’s Open DRs Page will reflect the DR in RED Text, to include a Pencil Icon and having a Last Step Completed of Data

Review Approve.

Support Point Acknowledge Tool:

– Tool used to “Acknowledge” or “Reject” a report when received from

the Action Point

– The DCMA Support Approver or DRPM web site roles/privileges can

complete the Support Point Acknowledge tool

– The Tool Defaults to the Acknowledge Radio Button

– Click the “Acknowledge Receipt” button to complete the

acknowledgement process

– “Comments” field is auto-populated, but can be edited

– Email will be sent to Action Point that the DR was Acknowledged

by Support Point

Support Point Acknowledge Tool (cont):

– Select the “Reject” button if the DR does not belong to your activity

– Comments field DOES NOT Auto-populate and becomes Mandatory

– Acknowledge Receipt button changes to “Reject”

– Rejection returns the DR to the Action Point and Auto Workflows their

– Data Review tool back to Open and Auto Populates the DCMA Rejection

Comments in the Data Review’s Action Details.

– Click “Rejection” or “Cancel/Return

– Complete the Email Selection Page

DCMA

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Support Pt 1

Click on the “Acknowledge” button to open the Support Point Acknowledge tool

DR SUMMARY PAGE - SUPPORT POINT ACKNOWLEDGE

Joe Screener

DCMA

SUPPORT POINT ACKNOWLEDGE RECEIPT PAGE

Default Setting Auto-Populates the “Comments:” field, which can be Edited.

Default Setting

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Select the Support Point POC:

Click “Acknowledge Receipt” to Acknowledge the DR

SUPPORT POINT ACKNOWLEDGE RECEIPT - REJECTION

“Rejection Comments:” do not Auto-Populate. Type your reason for Rejecting the DR

These Comments are annotated on the Action Point’s Data ReviewDR sent to the Wrong Support Point

Acknowledge Receipt button changes to “Reject” button

ACTION POINT DATA REVIEW – REJECTION COMMENTS

When the Support Point “Rejects” the DR, the Action Points Data Review displays the Support Points Rejection Comments

• When the DCMA Acknowledges the DR, an email is sent to the Action Point

• The DCMA’s Support Point Actions Tool button is turned on and is located on the DR Summary Page

• When the DCMA Rejects the DR, an email is sent to the Action Point, notifying them of the rejection

• The Rejection workflows the DR back and re-opens the Action Point’s Data Review. The DCMA rejection comments will be auto-populated in

the Action Details of the Data Review

DCMA’s SUPPORT POINT ACTIONS TOOL

The DCMA’s Support Point Actions Tool:

– Tool provides the JDRS enrolled DCMA the ability to conduct

specific support point functions via the Support Point Actions Tool:

• Set support point/contractor suspense dates

• Delegate to another DCMA

• Select the support point investigator and contractor

• Generate and attach correspondence to/from the contractor

(e.g. Notice of Defect, Contractor Exhibit Request)

– The Support Point Actions Tool is accessible via the DR Summary page,

after the Support Point Acknowledge has been completed

– The Support Point DRPM can Delegate a Support Point and the DRPM

and Investigator can complete the Support Point Actions Tool

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Joe Screener

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Support Pt 1

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Support Pt 1

SUPPORT POINT ACTIONS TOOL: DR SUMMARY PAGE

Click on the “Support Point Actions” button to open the Support Point Actions Tool

Support Point Actions Tool is available after Support Point Acknowledge

SUPPORT POINT ACTIONS TOOL

SP Suspense Date & Contractor Suspense Date can also be Edited

SP Suspense Date is Auto-Populated with the Current Date upon tool activation. Contractor Suspense Date is Blank until manually inputted. Save any changes you

made with the dates

SUPPORT POINT ACTIONS TOOL - DELEGATION

Select the SP in which you’re Delegating the DR

The Auto-populated Comments field can be Edited

SP Actions Tool Handbook can provide further assistance

SUPPORT POINT ACTIONS TOOL – INVESTIGATOR/CONTRACTOR SECTION

When the “Investigator” & “Contractor” have been selected a Contractor POC and Address will be auto-populated.

Click “Add/Edit My Contractors” to update the Contractor and POC Info.

SUPPORT POINT ACTIONS TOOL – CONTRACTOR FORM & EDIT

Update information as necessary.

Click the “Update” button and then Close

SUPPORT POINT ACTIONS TOOL – CONTRACTOR POC FORM & EDIT

Update information as necessary.

Click the “Update” button and then Close

SUPPORT POINT ACTIONS TOLL– NOTIFICATIONS TO CONTRACTOR

To Generate a Contractor Notification, Click on the “Generate Contractor Notification” Select appropriate “Warranty” & “Exhibit” selections

Select the Warranty and Exhibit Status using the List of Values

Investigator and Contractor must be Selected before you can Generate a Contractor Notification

SUPORT POINT ACTIONS TOOL – CONTRACTOR NOTIFICATION

Information can be Edited. To Request and Exhibit by the Contractor, Click “Contractor Exhibit Request”

Check to Append the Contractor Exhibit Request to the Contractor Notification

SUPPORT POINT ACTIONS TOOL– EXHIBIT REQUEST

Contractor Exhibit Request is editable!

SUPPORT POINT ACTIONS TOOL – NOTIFICATION OF DEFECT EMAIL

Contractor Exhibit Request Letters in PDF & a Word Document if the “Append Contractor Exhibit Request” box is selected on the Notification

The Contractor can sign the Request Letter and email it back to the DCMA.

Example: Email Notification Sent To Contractor

SUPPORT POINT ACTIONS TOOL – COMPLETED NOTIFICATION

Click on the “Notification of Defect” to update/change the Notification of Defect or just resend it.

Click on “View Email” or “View Exhibit Request” to view the Notification of Defect email or Exhibit Request.

A print version is available.

• The Support Point Actions Tool allows the DCMA to Delegate and Re-Delegate

• The DCMA Can Append the Exhibit Request letter to the Notification of Defect

• When the DCMA Receives the Exhibit Request letter from their Contractor, the DCMA can then Draft the Preliminary Disposition Report and forward to the Action Point for Approval.

• The Preliminary Disposition Report provides an email selection tool for the DCMA to use when forwarding the Report to the Action Point.

• Non-JDRS Write in feature is available

DRAFTING THE

PRELIMINARY DISPOSITION REPORT

(Shipping Instructions)

Drafting the Preliminary Disposition Report: (Shipping Instructions)

– User will have Six Radio Buttons are available for selection

– Each Service has a Selected “Default” radio button

– DCMA Representatives with all Roles (except Unit Administrator) can

“Draft” a Preliminary Disposition Report. Action Point will

“Approve” the Prelim. Dispo. Report

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DR SUMMARY PAGE – PRELIMINARY DISPOSITION REPORT

Click on the “Preliminary Disposition” button to open the Preliminary Disposition Report

PRELIMINARY DISPOSITION REPORT – UPPER MIDDLE

Used when the shipper is not enrolled in the JDRS Website (Example: FMS) Exhibit Receipt and Disposition Remain “ON” – Shipment Details turns “OFF”

NOTE: Auto-Populates the Shipping Activity with “Non-JDRS Activity”

Default for Air Force, Army & Coast Guard. Turns on the document only method of how the exhibit was shipped, Turns on the Exhibit Receipt and Material Disposition Tools.

ONLY VISIBLE TO NAVAIR -- Default for NAVAIR. Turns on the Premium Shipping – FedEx API tool, Turns on the Exhibit Receipt and Material Disposition Tools.

PRELIMINARY DISPOSITION REPORT- LOWER MIDDLE

Radio Buttons 1-3 Exhibit Not Required.

Radio Button 4 Non-JDRS Activity

Radio Button 5 & 6, select the Unit responsible for shipping the exhibit

Radio Buttons 1-3, No Shipping Required

Radio Buttons 4, 5 & 6, select the Unit responsible for receiving the exhibit

Fields Auto-Populate based on the Units Profile. These fields are editable.

Type any Additional Instructions, as appropriate.

• The Action Point will release the Preliminary Disposition Report, directing the Supply/shipping activity to ship the exhibit to the Material Receiving Unit as identified on the report.

• If the DCMA has been selected as the recipient, the DCMA will receive the exhibit on the JDRS website via the Exhibit Receipt tool.

• Completing the Exhibit Receipt tool sends an email notification to the Action Point, DR Originator, and Supply/Shipping activity, the exhibit has arrived at the investigation site.

• This action replaces the need to send an exhibit receipt letter.

COMPLETING THE EXHIBIT RECEIPT TOOL

Support Point Exhibit Receipt Tool:

– This tool ensures Carcass Tracking (CAVII or CAMMS) Transaction Item

Reporting (TIR) has been completed for all Depot Level Repairable (DLR)

assets before completing the exhibit receipt

– A DCMA Rep with DRPM or Investigator privileges can receive the exhibit

for material shipped to their unit

– When the Preliminary Disposition Report is Approved, the DCMA

will have a “Pending Shipping Receipt by DCMA”

EXHIBIT RECEIPT TOOL

Information is auto-populated from shipping activities “Shipping Details” tool

Click on the Summary Page “Receive Exhibit” button to open the Exhibit Receipt tool

EXHIBIT RECEIPT TOOL – PACKAGE INFORMATION

Review information on each Package. If Exhibit has been received, Check the “Received” Box or “Lost” if the exhibit is lost.

Complete the same process if more than One package was requested/delivered

EXHIBIT RECEIPT TOOL – UNDOCUMENTED SHIPMENT

If more than one package was received, but was not documented, a New Package can be added.

First type in the Tracking number, then Click the “ Add Package” button.

The Package information fields then displays to Document. Click Save Package. Complete the Same Process if Additional Packages arrived under the DR RCN

When Finished, Click the “Acknowledge Receipt” button.

Summary Page now shows a completed Exhibit Receipt with Milestone date.

• When the Investigation has concluded, it is time to draft the Final Report

• If you cannot complete the investigation in a timely manner, draft Interim Reports until the Investigation is completed. Like a progress report, this will keep everyone informed

• Much like the Prelim… Report, the Final Report is sent to the Action Point for approval. The Final Report also has an email selection tool for routing.

DRAFTING THE FINAL REPORT

Drafting the Final Report:

– The Final Report is used when an investigation was conducted,

whether or not an exhibit was requested

– Select the appropriate Broad Cause, Detailed Cause, Govt Source

Inspection, Preventive and Corrective Action by the Contractor and

Govt, and etc. These Fields are required by the DoN LEAN 6 Sigma

process

– Report “Actions” for each Service may vary in the Final Report

– Select the appropriate DR Status at the end of the Final Report

FINAL REPORT – ADD RECOMMENDATION

To add a Recommendation Click on “Add Recommendation” a separate screen will appear.

Once the recommendation is saved the function can be Edited and Deleted by Clicking the “Edit” or “Delete” tools

FINAL REPORT – CORRECTIVE/PREVENTIVE ACTIONS

Add a Corrective or Preventive Action on these functions, they used the same as the Add a Recommendation tool on previous page

All Asterisked Fields are mandatory

• When the Investigation has concluded and the Final Report has been approved, it is time to complete the Material Disposition and return the material back into the Repair Cycle, Scrap and Etc.

• The Action Point completes the Material Disposition Submission with instructions to the Support Point (DCMA) on how to dispose of the material

• An email notification of Material Disposition Submission is sent to the Support Point

• The DCMA (Support Point) then completes the Execution phase of the Material Disposition tool.

• Ensure CAVII, CAMMS and Condition Coding for Carcass Tracking is completed on DLRs before completing the Material Disposition tool

MATERIAL DISPOSITION TOOL“EXECUTION”

Material Disposition Execution Tool:

– The Action Point Submits the Material Disposition to the Support Point

for Material Disposition Execution when the Exhibit is no longer

required– Material Disposition Submission by Action Point within 5 Days of Final

Report Approval and Support Execution should be completed within 3 days

of Material Disposition Submission

Report Approval– The Support Point Completes and Documents the Execution Process:

• Subject Item was retrieved on• TIRing was completed on• Custody of the exhibit was transferred to• All action required for full & proper disposition of exhibit is

complete on– A DCMA Representative with Approver or DRPM roles/privileges

can complete the Material Disposition Execution

MATERIAL DISPOSITION EXECUTION

Fill in the appropriate information, Click “Submit Confirmation” to complete the tool

DRAFTING THE CLOSING REPORT

Drafting the Closing Report:

– The Closing Report is used to Administratively Close a DR when an

investigation is NOT conducted – WITH OR WITHOUT AN EXHIIBIT

– Report “Actions” for each Service may vary in the Closing Report

– The Closing Report requires the “Reason for Closing”

– Select the appropriate DR Status at the end of the Closing Report

– Select the appropriate Broad Cause, Detailed Cause, Severity of Defect,

Corrective Action Taken, Defect Verified Indicator, and etc. are all

required fields.

Tracking/Trending fields maybe in different areas within the Closing Report depending on Service

CLOSING REPORT – TRACKING/TRENDING CODES

Detailed Cause Code must have one set as the Primary

Roles of the JDRS Clearinghouse

• POC / Service Policy and Process Technical & Subject Matter Experts• Support All Stakeholders & Provide Assistance / Liaison Services• Identify Process Req/Changes & Intervene/Apply Exception Mgmt • Material Management/Track/Trace/Oversight/Heavy Ship Assistance• Problems/Trend Analysis/Evaluate Performance of Processes using

Metrics & Apply Corrective Solutions• Training – Handbooks, On-Site, Teleconference and CBT • Functional Requirements – Assist in writing Web Functionality• Testing – Web Operation and New Releases• Process Workflows and Data Changes• Admin – Enrollment, Feedback• Update Instructions – COMNAVAIRFORINST 4790.2, OPNAVINST 4790.15d,

AF T.O. 00-35D-54, 4855.5 AFR 74-6

CLHS CUSTOMERS

CLEARING HOUSE

Contractors / Vendors

4.0, 3.0, 6.0 Competencies

Support Points

CustomerService Teams

TEAMOrganizations

Originators/Supply PMO

NAVICP/DLA/DCMA

Inter-Service

Screening Points

Action Points

JDRS Public Site:

Learn more about JDRS,

download flyers and

review press releases at

www.jdrs.mil.

Use the JDRS Web Site Handbooks for

detailed Instructions on each of the tools.

Please Contact us at JDRShelp.fct@navy.mil

if you have any questions.

V/r

The NAMDRP/JDRS Program